Five-Year Online Strategic Plan Special Education Component Annual Application for IDEA, Part B and Preschool and State Aid for Exceptional Children 2011-2012
State Performance Plan Annual Performance Report SPP/APR Evaluates the state s efforts to implement the requirements and purposes of IDEA 2004 and describes how the state will improve implementation Five Year Online Strategic Plan Special Education Component/Annual Desk Audit Evaluates the LEA s efforts to implement the requirements/purposes and describes how the LEA will improve implementation
Results Indicators Targets Set by State 1. Graduation 2. Dropout 3. Assessment participation and proficiency 4. Suspension 5. Educational Environments Ages 6-21 6. Educational Environments Ages 3-5 7. Early Childhood Outcomes 8. Parent Involvement 14. Postsecondary outcomes within one year
Compliance Indicators Targets Set by OSEP 9. Disproportionality by race/ethnicity all disabilities 10. Disproportionality by disability 11. Initial evaluations within timelines 12.C to B transition at age 3 13. IEPs with transition requirements 15. General supervision noncompliances
Timeline June 1, 2011 Applications and County Budgets due County budget populates plan after submission July 1, 2011 Begin issuing grant awards Failure to respond to needed corrections may result in monitoring issues
When to use Funds may not be obligated prior to July 1 or the date a substantially approvable application is submitted, whichever is last. 50% of grant award amount is available July 1 for obligation; 50% available in October (comes as one grant award). All funds must be obligated by September 30, 2012 Spend IDEA FY 10 carry over, including IDEA ARRA, and FY 11 IDEA first
Five Year Online Plan Special Education Component A plan within the County Mission and Core Plan Annually updated and submitted June 1 Data analysis disaggregated and supplemented for students with exceptionalities Typically one goal for students with exceptionalities. Objectives can target the specific areas for improvement Professional development, actions and expenditures implement goal/objectives Must meet compliance requirements to receive state and IDEA funding
Priority Strategic Issues What are your priority strategic issues (e.g. areas of leverage you will target to improve outcomes)? How did you determine your priority strategic issues? How does logic modeling/root cause analysis contribute to this process?
Five Year Online Strategic Plan Five Year Plan Committee Special Ed Director is member Data Analysis Achievement on previous WESTEST2 and APTA Dropout, graduation CSADA/ADA findings and needs Other monitoring report corrective actions Goals/Objectives/Actions
Special Education Components Goals/Objectives/Activities Enter a special education goal or attach Action Step to an existing plan goal A separate special education goal clearly communicates the special education section of the plan and facilitates OSP review. Objectives: Write a measurable objective for priority strategic issues for SWD. Should link to measurements within Data Analysis section
Professional Development Plan Professional Development Plan activities are no longer goalspecific Use the screen provided to enter all PD activities Check the Special Education box Provide all information: Date (month/year at minimum) Topic Target audience (special educators; general educators learning to work with special ed students or implement special ed policy) Mode of delivery Funding source (include use of funds here or in subtasks; e.g. stipends, substitutes, trainers)
Action Steps WRITE or SELECT an ACTION STEP FOR GOAL Subtasks clarify specific activities within the Action Step Check boxes indicate the applicable plan Check boxes indicate the applicable plan components for the Action Step. Step may serve more than one purpose (e.g. IDEA, Title I), but must clearly describe how funds will be used to benefit students with disabilities (or gifted)
Action Step/Subtasks Specify the activity being funded and source of funds (IDEA B, IDEA Preschool, State aid); specify it is for students with disabilities, if it isn t obvious Personnel FTE and type of position (e.g. multicategorical sp. ed teacher, speech language pathologist, teacher of autism, instructional aide) WVEIS budget includes FTE and program/function code for the specific type of teacher
Action Step/Subtasks Services Describe the contracted services to be provided (e.g. physical therapy/occupational therapy; speech) Includes tuition for students placed out of state by DHHR/Courts (state aid) Budget program/function codes specific to the type of service will identify it in the WVEIS budget
Action Step/Subtasks Materials/supplies/equipment Be specific; describe what will be purchased and for whom Break down large amounts into specific types, Examples: Supplemental materials Wilson Reading Technology hardware- computers for SWD General supplies for special ed classrooms
Action Step/Subtasks Itemize Equipment $5,000 or over in Compliances Equipment section Budget object codes, specify supplemental materials, software, hardware, general supplies For IDEA preschool funds, program/function should be specific to preschool (e.g. 21282) For IDEA school ages funds used for general supplies and materials, multicategorical code is permitted (21210)
Action Step/Subtasks Coordinated Early Intervening Services include Action Step/Subtask, then describe in full in the Early Intervening Section under Compliances Budget program function codes will begin with 1xxxx to indicate this is a general education expenditure
Action Step/Subtasks Services to Students Parentally Placed in Private Schools Required for Proportionate Share Subtasks specify the services provided to implement service plans May include expenditures for professional development for teachers to work with private school students with disabilities May include materials/supplies/equipment to implement service plans All items remain in control of the public schools and are returned to public schools when no longer needed to provide services to SWD Budget program/function code 5xxxx allows tracking of required expenditures
Action Step/Subtasks Facilities If funds are spent on facilities/construction, must include detailed plan under the Compliances section Other Expenditures not included in other steps (e.g., indirect, travel, CSADA teams) Indirect amount is provided by OSEP (Budget code 7xxxx)
Five Year Online Strategic Plan Compliances LEA - Special Education Guidance Allocations Private Schools Excess costs Maintenance of Effort (MOE) Early Intervening (CEIS) Equipment Construction
Compliances Allocations Must update Private Schools Calculation of proportionate amount for students parentally placed in private schools must check NObox if district has no students or enter number; must enter updated child count numbers Excess Costs Review and provide assurance MOE Maintenance of effort currently compares two most recently available prior years expenditures; Complete local only calculation, if needed to show MOE. MOE Line 13 Must enter FY12 state/local budget Coordinated Early Intervening Services as applicable Equipment ($5000 or more requires permission) Construction (requires permission)
Allocations Press the SELECTbutton to select all the FY12 allocations. If Coordinated Early Intervening Services will be budgeted, enter amount in the box provided and UPDATE.
Private Schools Districts must annually update the plan for spending a proportionate share of IDEA funds on students parentally placed in private schools through consultation with representatives of private schools to address use of ARRA funds. IDEA funds must be expended Can provide services and equipment/materials for implementing students service plans Can t give funds or property to private schools After a carry-over period of one year, LEA may apply to transfer unexpended funds
Private Schools Districtmaintains the count of eligible students (not just those receiving services) Districtenters count into the boxes in the Compliances -LEA-Private Schools screen and Updatesto calculate the FY12 required amount These amounts (school age and preschool) must be included in the budget under program/function code 5xxxx.
Other Documentation Update consultation with representatives of private schools and representatives of parents of students parentally placed in private schools Maintain documentation of consultation (no need to submit to OSP for FY12). Will be submitted if transfer of funds is requested at end of carry-over year
Excess Cost Excess costs are those costs for the education of an elementary school or secondary school student with a disability that are in excess of the average annual per student expenditure in an LEA during the preceding school year for an elementary or secondary school student. CSBO reviews information in Excess Cost screen pulled from WVEIS for accuracy in calculating the district s excess cost
Supplement, Not Supplant, No Particular Cost Test If the LEA maintains (or exceeds) its level of local, or state and local, expenditures for special education and related services from year to year, either in total or per capita, then the Part B funds are supplementing those local, or state and local, expenditures and the LEA has met its MOE and supplement/not supplant requirements.
Maintenance of Effort Alert Many districts are failing to maintain effort To be eligible for plan approval and to receive a grant award for FY 12, the LEA must submit a FY12 LEA budget that assures MOE will be met Medicaid funds spent for students with disabilities are notcounted as local funds for MOE (CFO reports to WVDE and codes Medicaid revenues and expenditures in WVEIS for FY11) Use of Medicaid funds for special education provides flexibility year to year without affecting MOE
Special Ed Director and CSBO and Superintendent Ensure MOE This is the eligibility test based on expenditures pulled from the WVEIS financial management system from the most recent year compared to the LEA-provided budget amount. REPAYMENT COMPLIANCE is met through actual to actual expenditure comparison. If compliance is not met, the LEA must pay back the difference in non-federal funds.
Four Tests to Meet MOE An LEA needs to only meet ONE of the following comparison tests: 1)Local & State expenditures in total for SWD 2)Local Only expenditures for SWD 3)The per student capita amount of Local & State expenditures) for SWD 4)The per student capita amount of Local Only expenditures for SWD First must budget adequate amount; then must spend
Reduction in Maintenance of Effort (MOE) Reporting for FY10 If the LEA was approved for Reduction in MOE based on increase in federal funds for FY10, expenditure of the freedup funds will be verified through the online Project Financial Reports (00087). Amount of reduction will equal the amount expended for expenditures allowable under ESEA, up to the maximum allowable amount. The required amount to meet MOE for FY12 will be calculated by subtracting 00087 funds and Medicaid expended for SWD (00083) from the FY10 expenditures. Amount is reported to OSEP in a new Section 618 report
MOE Allowable Reasons to Reduce MOE 1. The voluntary departure, by retirement or otherwise, or departure for just cause, of special education or related services personnel (paid with state funds and replaced with less costly personnel or not replaced) 2. A decrease in the enrollment of children with disabilities (for the years in question) 3. The termination of the obligation of the agency, consistent with Part B, to provide a program of special education to a particular child with a disability that is an exceptionally costly program
MOE Explanation of Reduction 4. The termination of costly expenditures for long-term purchases, such as the acquisition of equipment or the construction of school facilities 5. The assumption of cost by the high cost fund operated by the 5. The assumption of cost by the high cost fund operated by the SEA under 34 CFR 300.704(c).
Coordinated Early Intervening Services (CEIS) Services for students in K-12who are not identified as students with disabilities and who need additional academic and behavior supports to remain in the general education environment Must define and identify which students are the recipients of CEIS and track them for two years to document non-eligible or eligible status. WVDE will provide tracking protocol.
CEIS May Include: 1. professional development in research-based academic and behavioral interventions including literacy instruction and adaptive/instructional software 2. evaluation, services and supports including literacy instruction the WVDE defines literacy as reading, math and writing
CEIS CEIS amount is calculated on IDEA, Part B (School Age and Preschool) allocation Funds expended may come from IDEA, Part B only or include Preschool Amount and number of students served and identified is reported to OSEP in a new Section 618 report
Coordinated Early Intervening Services Report Add a Column to Report 2010-11 Also Reported in WVEIS 2007-2008 2008-2009 2009-2010 2010-2011 Number of students without disabilities who received coordinated EIS Number of students without disabilities reported above who were Initially referred and found eligible as students with disabilities(within two years).
CEIS Plan Section Need for program Entrance criteria definition of student needing additional academic and/or behavior support Describe program, interventions, professional development, curriculum/materials, targeted subject, schools, grades Progress monitoring and exit criteria How funds will be spent
Budget Spreadsheet Excel spreadsheet updated for FY12 e-mail to Sandra McQuain to assist in review of WVEIS budget, or send alternative if available WVEIS budget FTEs, program/function and object codes must be specific and match activities described in the subtasks Use WVDE Chart of Accounts for codes
Budget Submitted budget from WVEIS will populate the Budgets LEA Special Education tab in the plan Work with your Chief School Business Official to get it right the first time Grant awards will not be forwarded until WVEIS budget is accurate Chart of Accounts http://wvde.state.wv.us/finance/ Revisions needed must be made after July 1 through the budget revision process Grant awards will not be forwarded until the needed changes are approved by OSP.
Sections/Program Codes Across IDEA, ARRA and State Aid Chart of Accounts July 1, 2009 Program/function codes: 2xxxx- Special Education Services (Public) 1xxxx - Coordinated Early Intervening Services 5xxxx -Services for Students with Disabilities Parentally Placed in Private Schools Project Codes -(43) will identify IDEA funds 00Y87 MOE reduction funds 00Y83 Medicaid funds
Printing and Submission When you are finished, go to Printing/Submission Special Education Click the pdf, review it. Submit Plan sends e-mail to Sandra McQuain When plan is evaluated, a checklist is posted in the plan and an e-mail to you is generated. Go to this screen to see the required revisions. Plan maintains copies of the pdfs.
Budget Revisions Expenditure of IDEA funds should align with the special education online plan that is submitted to the SEA and approved for use of funding and subsequent approved budget revisions. A cumulative deviation from the purpose as outlined in the online plan in excess of 10% of the total award amount must be supported by an approved budget revision request.
Budget Revisions Follow process outlined in OSP budget revision memo Must submit both required WVDE forms Special education director signs WVDE 11-20-13 form CSBO attaches budget journal entry and submits via e-mailed pdf Send to jehay@access.k12.wv.us OSP reviews and CSBO will receive an e-mail with approval or required corrections.
Questions OSP Fiscal Resources Web Page http://wvde.state.wv.us/osp/fy11strategicplan.html Sandra McQuain, Ed. D. Office of Special Programs (304) 558-2696 smcquain@access.k12.wv.us Janice Hay Office of Internal Operations (304) 957-9833, ext. 53423 jehay@access.k12.wv.us